CAYEN TRAININGMay 25, 2012

Setting Up Calendar for

The New Year

When setting up a new calendar, your district and data person must decide if they want to set up one calendar for the Summer Term alone and a second calendar for the School Term or if they want to combine the Summer Term and School Term as one calendar.

I have found it easier if you create one calendar to include the Summer Term and the School Year. This way, if you have students who attend in the Summer and the School Year you only have one registration form on those students and you only have to register them once, thus saving a tremendous amount of time.

With two separate calendars, you will have to obtain two registration forms from students and register the students twice. There are circumstances when this might be beneficial.

Open Cayen, Remain in All Sites

Click on Terms

Click Add New

Type Term Name

Type the Beginning date of your 2012/2013 Program

Save and Close

The 2012-2013 Term will be appear at the bottom of the list in the Term Menu.

Click Close to Go Back to Main Screen.

To set up your 2012/2013 calendar, you must click Change Credentials and change the Term from 2011/2012 to 2012/2013.

Click the down arrow by “Term:” Select 2012-2013 Term. Click Save and Close

Click on Terms

Click Edit Calendar

As shown, Monday through Friday is already checked under “Schools Open”

In the Edit Open Days for the Schools District Term: 2012-2013 screen, scroll down through the calendar and uncheck the days of the year that your sites will not be open, including holidays. At this point if you are unsure about the days for your school year other than holidays, leave everything after your summer program dates checked and complete it later when the school calendar is set.

Once all days have been unchecked, Click Save and Refresh.

Finally, Copy to Site Calendars

Note: Things to Remember

1.You can go back and edit your calendar at any time during the year. Follow the steps in this Power Point from Slides 11 through 16.

2.Make sure you are in the correct Term under Change Credentials before editing your calendar.

3.You may set up a Calendar for the Summer Term and a separate one for the School Year Term or you may combine summer and school into one calendar.

4.Copying your Calendar to all sites will allow you to use the Select Multiple Days - School Days Open Only feature when setting up your sessions.

For Districts with more than one site: Once the Master Calendar is set for the Summer and School Year and has been copied to all sites, make changes for individual sites as follows:

1.Go to Home Screen, Click Change Credentials and select the site whose calendar needs to be adjusted. Click Save and Close.

On the Home Screen, Click Site Info

In Site Info, Click Edit Calendar

The days this site is open should be checked. If a site happens to close for a day/s that the other sites in the district are open, you will scroll to the date this site is closed and uncheck the box. (Ex. If this site is closed on June 13, you will click on the check beside 06/13 to clear this day from the sites calendar then click Save and Refresh.

Click Close

Click save and return to Home Screen

Questions: